Job Description Summary
The Accounts Payable Administrator is responsible for all aspects of Accounts Payable and of general office tasks. The Accounts Payable Administrator will assist other departments with duties as needed. They will foster good relationships with vendors, customers, and employees. They will stay organized, efficient, and prioritize tasks appropriately. They will work independently and in a team when needed. The Accounts Payable will be reliable, timely, attentive, and have a high level of communication. Reports to Accountant.
Requirements:
Skill, Knowledge, and Abilities
- Attention to detail with efficiency and speed.
- Able to multitask and switch between tasks quickly.
- Ability to recognize your own errors and find solutions to prevent them.
- Savvy with basic math, GL & cost accounting, computer software (Excel/Word), and technology.
- Ability to learn new programs quickly.
- Requires a high level of reading, writing, spelling, and communication skills.
- High school diploma or GED Equivalent
- 1-2 years of related experience
- 18 years or older.
Preferred but not required:
- Knowledge of Sage 300 Construction Accounting Software, TimberScan, and Paycor
- Knowledge of GL & Cost Accounting
- Bilingual English/Spanish is preferred, but not required.
- General understanding of Business and GAAP standards (Generally Accepted Accounting Principles).
Physical
- Body Positions – Long periods of sitting and/or standing while working on a computer.
- Body Movements – Ability to stoop; kneel; carry fifty (50) pounds; operate a computer for extended periods; and operate a scanner, printer, and phones. Ability to walk briskly from one room to another.
- Body Senses – Ability to obtain, understand, and follow through with information by listening, talking, seeing, or reading.
- Mental – Requires general understanding of math, accounting, reading, writing, spelling, and communication skills. Able to maintain calm and efficiency under pressure. Ability to get along with a variety of personalities.
Working Conditions
Primarily an office environment with varying amounts of noise and quiet throughout the day. Environment may require proximity to vehicles and equipment for brief times. Require periodic extended hours to meet monthly, quarterly, and annual deadlines.
Responsibilities and Duties:
General Office Tasks
- Back up for front office, admin, and management as needed.
- Assist with supply ordering and organization
- Assist walk in customers, vendors, or employees with any Human Resource, Payroll, Accounts Payable, or additional direction as needed.
- Keep front office and other common areas tidy and organized.
- Maintain confidentiality of employees, coworkers, vendors, and customer’s information
Responsible for all of Accounts Payable
- Support staff, confirm completion, and step in as needed for data entry of invoices.
- Enter ACH / EFT payments and 401K invoices. Enter monthly and additional confidential invoices as needed.
- Assist with weekly payroll cost correction
- Complete Final Review and Import to Sage 300 with extreme attention to detail.
- Process Positive Pay with bank. Paying vendors promptly within terms for both overhead and job-related costs.
- Manage and process all recurring invoices.
- Assessing reports for errors, such as duplicate entries, missing information, or other misc. issues as needed.
- Complete year-end including processing 10-99’s, assessing and fixing any found errors.
- Set up and maintain all TimberScan related files and issues.
- Responsible for petty cash, cell phone purchasing, and setup.
- Complete additional tasks requested by the Accounting Division.
- Reconcile Accounts Payable and Vehicle/Equipment Assets.
- Manage Vendor Statements and Credit Card Statements.
- Assess and fix any moderately complex errors that may arise before completing reconciliations, and refers more complex issues to higher-level staff.
Other Misc. Duties
- Assist with maintaining and creating necessary documents and supplies for field managers.
- Assist with any other department tasks and duties as needed, such as scanning, organizing, mailing, printing, and filing.
- Create and update all procedures related to task completed regularly.
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